Academic Records System & Student Employment Coordinator

Company: Grandview College
Location: Des Moines
Posted on: May 26, 2023

Job Description:

Academic Records System & Student Employment Coordinator
Department: Financial Aid
Location: Des Moines, IA
Grand View University aspires to serve a diverse community of learners- students, faculty, and staff- in an inclusive and equitable environment with the goal of empowering all to achieve their fullest potential. Our objective is to sustain a campus environment that is free from the power imbalances and institutional biases that contribute to systems of oppression, while preparing our students to stand against those inequities when they leave Grand View.
Grand View University is dedicated to the goal of an inclusive campus where people of diverse identities feel welcomed and empowered to shape our culture and processes. At Grand View University we view diversity through the collective or group and we welcome and affirm the thoughts and experiences each distinct member brings to our community of learners.
To learn more about Grand View-s commitment to diversity, and to read our entire Diversity Statement, click on this link: https://www.grandview.edu/about/diversity
General Purpose of Job:
Responsible for yearly set-up of academic records software; management of classroom assignment and scheduling software; assist SCO with VA certification; coordination of student employment administration; and assisting in creating excellent customer service.
Essential Functions of Job:
Academic Records (0.5 FTE)
+ Implement and manage room scheduling software; assign classrooms for courses and manage classroom reservations
+ Monitor, troubleshoot, and recommend improvements to Student Planning interface - Ellucian Self-Service
+ Research and test changes to academic records systems.
+ Under supervision of Registrar and Director of Financial Aid, coordinate VA certification as secondary VA Certifying official (SCO) and together with SCO:
+ Collects COE for new students and updates them and their benefits in Colleague
a. Certifies students benefits at the beginning of the term for Chapters 1606, 31, 33, 35 in VAOnce in coordination with FA and BO
b. Manages recertifications in VAOnce due to schedule/TF changes in coordination with FA and BO
c. Updates AI Portal with programs and classes for Fed TA students
d. Reviews grades for chapters 1606, 31, 33, 35 at end of terms and reports as necessary
e. Reviews grades for Fed TA and submits in AI Portal
f. Handles 85/15 reporting for each term to ensure compliance
g. Annually updates DOD MOU
h. Annually submits catalog for approval with SAA/VA
i. Annual Home Base Iowa Reporting
+ Verifies Title IV and non-title IV coursework for financial aid eligibility
+ Assist Viking Central with phone calls and walk-ins as needed.
+ Assist the registrar and financial aid office in other tasks as negotiated.
Student Employment (0.5 FTE)
Under oversight from Director of Financial Aid, coordinate student employment administration as follows:
+ Collect and maintain online/in-person training process for students and supervisors, including regular communication, tracking and enforcement
+ Collect and maintain records of federal, state and internal student employment forms and processes (I-9s, W4s, etc.)
+ Verify federal work-study eligibility for student employees
+ Participate in all registration events, scholarship days, and orientation to represent the student employment
+ Move job posting board to Handshake
+ Create and maintain campus job board, including job descriptions and requisitions
+ Collect and maintain master list of all student employment positions, pay levels, and descriptions
+ Assist Director of Financial Aid with compliance monitoring:
a. tracking exceptions
b. contact and follow-up on any issues of non-compliance (suspend budgets if non-compliance is evident and habitual)
+ Monitor supervisor/student trainings, job board postings, hiring procedures and refer to Director of Financial Aid for follow-up regarding compliance issues
+ Attend regular meetings with Viking Central, Financial Aid, Admin/Finance, Career Center to evaluate, correct, update, and maintain systems around student employment procedures
Qualifications and Requirements:
Bachelor-s degree required
Previous higher education/registrar-s office experience preferred
Previous experience with data processing system - Ellucian Colleague
Proficient in Microsoft Office
Ability to quickly learn new software and technology
Ability to communicate effectively with students, parents, colleagues, and outside agencies.
Skills that are analytical and detail-oriented
Confidentiality is essential
Working Conditions:
Approximately 35 hours per week required.
Normal office environment with little exposure to excessive noise, dust, temperature, and the like.
Occasional evening and weekend hours required.
All applicants must apply through our online application system.
Grand View University is an equal opportunity employer. The University has a strong commitment to the principles of diversity and, in that spirit, seeks a broad spectrum of candidates, including women, members of minority groups, and people with disabilities.
A pre-employment background check is required.
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Keywords: Grandview College, Des Moines , Academic Records System & Student Employment Coordinator, Human Resources , Des Moines, Iowa